Transmittals are used in InEight Document to issue documents to recipients or to issue documents to non-InEight Document users.
The process of issuing documents by transmittal is as follows:
The documents to be issued must already exist in the Document Register and the user must have access to both the documents and the file formats to be transmitted.
A transmittal generation screen is used to select the documents and recipients for the transmittals.
A reason for issue, respond by date and message are applied/entered.
The recipient receives the transmittal by email from which they can download one, selected, or all of the documents.
The system tracks which documents the recipient downloads from the transmittal.
Users expedite responses to transmittals they have sent.
As documents are revised, the recipients are notified automatically unless the option to notify recipients about future revisions was switched off when generating the initial transmittal.
The system automatically tracks pending transmittals which are documents that have been issued to recipients and later revised but not yet been issued at the latest revision. Pending transmittals are very useful when automatic notification of future revisions is switched off when generating the initial transmittal.
Outgoing transmittals are stored in the Transmittals – Sent Items register.
Incoming transmittals (from other InEight Document users) are stored in the Transmittals - Inbox with hyperlinks to the source documents.
There is only ever one copy of each view file format for each document in an InEight Document project.
The Format of the Transmittal notification can be customized if required (contact InEight for more on this – charges apply).